CPMS
Agenda Item A.12
CONSENT CALENDAR
Meeting Date: June 4, 2024
TO: Mayor and Councilmembers
SUBMITTED BY: Jaime A. Valdez, Assistant City Manager
PREPARED BY: Elizabeth Saucedo, City Librarian
Cassidy Le Air, Senior Management Analyst
SUBJECT: California State Library Zip Books Grant Program and Policy RECOMMENDATION:
A. Authorize staff to apply for the Fiscal Year 2024 -2025 Zip Books Grant Program and future fiscal-year cycles of the program, as made available by the California State Library; and
B. Adopt a Zip Book Policy and Procedure related to the management and implementation of the Zip Books Program.
BACKGROUND:
Zip Books is a California State Library (CSL) grant-funded program that provides library users with access to books that are not available in their local library. A patron requests the item, the library purchases it from Amazon, and the book is shipped directly to the patron’s home. When finished, the patron returns it to the library, and the library adds as many Zip Books as possible to the collection. Because Zip Books is a user -driven program, the library collection becomes more closely matched to the needs and interests of the local community.
Goleta Valley Library (GVL) has participated in the Zip Books program for the past six fiscal years . On October 2, 2023, the Library Advisory Commission supported the establishment of a Zip Book Policy, which outlines local procedures for administering the grant program and further defines the process of requesting Zip Books at the Goleta & Santa Ynez Valley Libraries.
DISCUSSION:
Zip Books is an exceptionally popular program that increases access to information and equity in library services to the community. It also uniquely offers an opportunity for library patrons to have a degree of involvement in the library’s collection development process.
Since its first implementation at GVL, the amount awarded has increased over the years, 1 Meeting Date: June 4, 2024
which has enabled the program to reach more patrons. In Fiscal Year 2023-24, GVL was awarded $17 ,607, and the program was launched on December 15, 2023. New procedures were implemen ted that allowed for the funds to be extended as far as possible, for the requests to be filled in a fair and equitable manner, and to ensure responsible stewardship of the grant funds.
All funds were expended within six months of the program start date, receiving over 1,000 requests, fulfilling over 900 orders, and receiving over 90% of purchased titles returned in person to the libraries. Upon return, as many titles as possible are cataloged and added to the circulating collection and to the non-cataloged circulating Honor System collection.
If the grant terms and conditions of funding significantly change from the current status quo, staff will return to Council for authorization to continue applying to the grant program.
GOLETA STRATEGIC PLAN:
City-Wide Strategy 3: Ensure Financial Stability
Strategic Goal 3.7: Leverage longstanding partnerships for well -funded and cost - effective library services
Objective 3.7.1: Seek increases to State and County funding for library services FISCAL IMPACTS:
There is no required monetary match with the program. It is expected that each library that is awarded the grant will provide the staff time needed to implement the service .
These staff hours are reported to CSL as an in-kind contribution. Under the supervision of the City Librarian, a designated Zip Books Coordinator runs the program within the regular full-time hours for their position . If a warded, staff will request a budget appropriation for the grant monies.
ALTERNATIVES:
Council may direct staff not to submit applications or participate in the program. The City will not benefit from the increase in patron-requested collection material that would be fully funded by the grant program.
LEGAL REVIEW BY: Megan Garibaldi, City Attorney
APPROVED BY: Robert Nisbet, City Manager
ATTACHMENTS:
1. California State Library Fiscal Year 2024-25 Zip Books Program Guidelines
2. City of Goleta Zip Book Program Policy and Procedure 2 ATTACHMENT 1
California State Library Fiscal Year 2024-25 Zip Books Program Guidelines 3 Zip Books Program Guidelines
2024-2025
Please review the Zip Books Program Guidelines prior to completing the application. Your application will be reviewed by the California State Library. Please send questions regarding the application to [email protected]. Zip Books is supported with California Library Services Act funds.
Participant Library Expectations
Participating libraries are expected to:
Support the program goals and adhere to the program’s policies, procedures, and guidelines as established by the California State Library.
Provide statistics in the narrative reports and upon request by the State Library. Complete and submit any requested documents to the California State Library. Regularly monitor project spending to fully expend grant funds. Libraries should only request funds that they will be able to expend fully before June 30, 2025. Maintain records and documents according to the library’s own auditing requirements (receipts do not needed to be submitted but should be available for review if needed).
Timeline
Application opens May 9, 2024
Deadline to apply: June 12, 2024 at 12:00pm, noon PST Application review period: June-July, 2024
Funds awarded: July-August 2024
Grant program period: July 1, 2024 – June 30, 2025
Eligibility and Funding Priority
All California public libraries are eligible to apply. If the total amount of requests from eligible libraries exceeds available funding, final awards will be determined using the following information: amount requested by the applicant, previous Zip Books expenditures, and Library Income Per Capita (LIPC) levels.
For a full list of LIPC levels, please see the California Public Library Statistics page.
Grant Amount
4 California public libraries can apply for up to $35,000. Libraries should consider past program expenditures and apply for funds they can expend within the grant period. We are unable to confirm exact funding amounts until all requests have been received.
Match Requirement: The Zip Books program does not have a match requirement, though it is expected that libraries provide staff time to run the program.
Reporting Requirements
Participating libraries will be required to submit three sets of reports to the California State Library. Reporting forms will be provided to grantees. Reporting periods and due dates are as follows:
Reporting Deadline Reporting Period
January 31, 2025 July 1, 2024-December 31, 2024
April 30, 2025 (financial report only) January 1, 2025-March 31, 2025 July 31, 2025 (final reports) Full project period
The elements of the reports will include:
Number of unique patrons served
Number of requests
Number of books added to the library collection
Number of requests not fulfilled
Number of books not returned by patrons to the library Estimated total staff time spent working on Zip Books program (for final expenditure detail report)
About the Zip Books Program
The Zip Books program is an alternative model for interlibrary loan (ILL) service that bridges the gap between a library’s regular collection development practice and a home delivery service. It is based on a project called “Zip Books—Digital Library of Northern California,” conducted by the Butte, Shasta, and Humboldt County Libraries and funded with an LSTA grant from the California State Library during the 2011-2012 fiscal year.
The purpose of the Zip Books program is to provide patrons with speedy access to materials they might not otherwise be able to get through the library, without the long wait times often associated with ILL requests.
Under the Zip Books program, patrons request books that the library does not own. The library then orders the book from Amazon, and the book is shipped directly to the patron’s home. 5 When the patron is finished with the book, the book is returned to the library and added to the collection.
Zip Books Program Guidelines and Frequently Asked Questions
1. Can we order from vendors other than Amazon?
Zip Books program participants should use Amazon. Those libraries who are unable to use Amazon should contact [email protected] before submitting an application.
2. Can we have the materials delivered to our library for cataloging/inventory first? One of the best things about this model is the speed with which patrons receive service over traditional ILL. Having the materials delivered to the library for cataloging first would take the “zip” out of Zip Books. Libraries should have items delivered directly to requesting patrons at the point of ordering. Libraries should catalog the book when it is returned to the library.
3. Do all Zip Books items need to be added to the library’s collection?? As many items as possible should be added to the library’s collection. Participating libraries are expected to track the number of books that are added to the collection throughout the year and report this information to California State Library.
4. What should we do with Zip Books items not selected for inclusion into our library catalog?
While we hope that a large percentage of Zip Books requests later become a part of a library’s collection, sometimes the materials are returned in poor condition or are not an appropriate match for your collection. To help save on labor and shipping costs, libraries are encouraged to share Zip Books discards with other participating libraries within their consortium instead of making them available to all libraries, allowing you to take advantage of your local shipping resources. Items deemed too damaged for inclusion into a library collection, such as water-damaged books, do not need to be offered to other libraries and can instead be donated/discarded at the discretion of your staff.
5. Will there be any restrictions imposed on the type of materials that we can order through this service?
The materials that can be ordered through this service are limited to books in tangible formats: print, large-print, and audiobooks. Textbooks and study guides are an allowable purchase if appropriate for your library collection and general enough in nature to appeal to a broad audience. Items accessible through a shared system, but that are not owned by your individual library jurisdiction, can still be purchased using Zip Books funds.
eBooks and DVDs are not eligible at this time. Zip Books is to be used only for items specifically requested by patrons that your library does not already own or whose status 6 is listed as lost in your system. Items that your library currently owns, yet for which there is a patron wait list, are not eligible.
6. Are we allowed to purchase bestsellers?
The purpose of the Zip Books program is to allow patrons to request materials not already in the library collection. Libraries should not use Zip Books funds to purchase materials that would be added as part of their regular collection development practices.
7. Are we restricted to certain categories?
This is a decision for individual libraries.
8. Is there a limit on the number of items a patron can request each month? This is a decision for individual libraries.
9. How many items can a patron have at any given time?
This is a decision for individual libraries.
10. Can we purchase used books?
This is a decision for individual libraries, though keep in mind that books purchased through the Zip Books program should be strongly considered for inclusion in your permanent library collection once returned by the patron.
11. Can we order Prime and non-Prime materials?
This is a decision for individual libraries.
12. Can staff request Zip Books as a patron?
This is a decision for individual libraries.
13. Is there an expenditure cap for each Zip Books item? This is a decision for individual libraries, though keep in mind books purchased through the Zip Books program should not already be owned by your library and should be strongly considered for inclusion in your permanent library collection once returned by the patron.
14. How will Amazon invoices be paid?
Your library will pay Amazon directly. The grant funds are for Zip Books purchases and Amazon subscription fee. While invoices will not be submitted to the State Library for payment, the State Library may request to see them, and your library should retain the invoices for recordkeeping.
15. Can Zip Books funds be allocated for other staff time, travel, or other budget categories?
No. The grant funds are for Zip Books purchases (books in tangible formats or Amazon Prime subscription fee) made during the grant period. For the reports to the State Library, staff time should be tracked by participating libraries and reported as in-kind contribution.
7 16. How will Zip Books grant funds be distributed?
If awarded a Zip Books grant, the State Library will issue a check to the applicant organization for 90 percent of award funds. 10 percent will be sent at the end of the grant period upon approval of final reports.
17. How long after being awarded funds will we receive our check? After reviewing the application and upon State Library approval, an award letter will be issued and sent via DocuSign. Please understand that it can take from eight to ten weeks after a completed and error-free claim form has been received before grant funds are delivered. If you have not received your payment after ten weeks, please contact your grant monitor. Zip Books purchases made during the grant period can be reimbursed through grant funds, and grantees should plan to start and continue the project as needed before grant funds arrive.
18. How do I get Zip Books marketing materials? Are we allowed to create our own? The California State Library has a Zip Books logo that libraries can use in their program marketing. Libraries are welcome to create their own additional marketing materials to fit their specific needs. Please visit the Manage Your Grants webpage to download the logo, or email [email protected] for a copy. The State Library strongly encourages libraries to promote the service, especially among marginalized and underserved communities and those communities most in need of the service.
19. How do I join or remove myself from the Zip Books listserv? The State Library’s listserv is a useful tool for Zip Books libraries to post questions to other participating libraries, as well as share discard lists of Zip Books not chosen for addition into a library collection. To join the Zip Books listserv, email [email protected].
20. What should I do if there is something wrong with my Amazon account? The first thing you should do is check with Amazon Customer Service to see if they can assist with the problem or provide additional information on what could be wrong.
Amazon account assistance can be found at Amazon Business Help - Amazon Customer Service.
8 ATTACHMENT 1
City of Goleta Zip Book Program Policy and Procedure
9 Zip B
ook Program Policy and Procedure
Pat
rons with a Goleta & Santa Ynez Valley Libraries card in good standing can complete a form to request books, large print books, or books on CD to be mailed directly to their home from Amazon. Zip Books are purchased with grant funds made available through the California State Library.
To be eligible for the Zip Book Program, requests must meet these criteria:
• Title is not already owned by the Goleta Valley Library, Solvang Library, Buellton Library, Bookvan, or other Black Gold Cooperative member libraries. Title must be available from Amazon or an Amazon bookseller for less than $50 in print or large print formats, or less than $75 in book on CD format.
Reques
ts are limited to two (2) books per household per month. Items must be returned to the library within three months of request. The full cost of unreturned Zip Books will be charged to borrowers' accounts. It is required that when patrons are finished with their Zip Books, patrons return them in person at the service desk at their home library instead of returning them via the book drops.
If the Zip Book Coordinator finds that one of the Goleta & Santa Ynez Valley L ibraries already owns the book patrons are requesting, a hold will be placed on the item as a courtesy.
Note: These guidelines may be modified at the discretion of t he Zip Books Coordinator with City Librarian approval.
This Project is supported in whole or in part by funding provided by the State of California, administered by the California State Library.
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